CONSUMABLES DIRECT SALES  

 



Delegated Staff:
 

 

 Warehouse Co ord, PR Manager, Sales Executives, Sales Support, Cashier, Credit Controllers & Drivers.

PROCEDURE FOR CASH / C.O.D / ACCOUNT. 

  • The client phones, walks in or the client is contacted by Sales Executives via Telesales.
  • The Sales Executive identifies the correct product / price according to the client needs, if requested

A quote gets completed.
  • If a quote  is accepted or a order is places  the Sales Executive generates an invoice on the AS-400
  •  using the correct account number
  • Ensure the following is reflected on the invoice:
  1. Customer’s Name
  1. Physical Address
  1. Telephone Number or Cellular No.
  2. Order Number (If Required)

Note:  If there is no stock available in the warehouse the Sales executive completes a Purchase Requisition form and hands it to the Sales Support. The Sales Support Signs the Purchase Order. The Sales support takes the P/O to the relevant Credit controller who will sign if the clients account is up to date. (not applicable to COD sales.) The sales support will email the Purchase order to the company buyer who will then place the orders.

 

 

PROCEDURE FOR C.O.D.  
  • The Sales Executive faxes / emails or hands over the quotation to the client and calls  the client on the phone to follow up if the quotation has been received and then save the quotation for reference.
  • The client accepts the quotation or price and issues  an order number / signed quotation/ telephone/ Voice recording.
  • The Sales executive generates an invoice on the AS400 using the correct account number.
  • If The client needs a quotation, Sales Executive fills in the consumable quote form with relevant details.
  • When stock needs to be ordered the Sales executive generates a purchase requisition.
  • The Consumables / Finance Manager or any Director can sign the purchase requisition.
  • The Sales support email the order to the Buyer who in turn orders the stock.
  • The original signed purchase requisition is kept by the Sales Support.
  • The Buyer e-mails the order to the supplier/s
  • The Warehouse Co-Ordinator picks the stock and checks against the invoice
  • If "Walk-in" – Client pays and signs receipt of the goods (Also prints their name at the allocated position of invoice). The client keeps the original copy of the invoice.
  • If "Delivery" – The Warehouse Co-Ordinator picks the stock against invoice and submits the invoice on the Delivery Schedule.
  • The driver will deliver the goods and collect the cash according to invoice. – "NO CASH NO DELIVERY" unless an arrangement has been confirmed.
  • The Driver will return with the signed POD and the money to the Cashier for banking.
  • Pod’s are delivered to the Warehouse Co-Ordinator.
  • The Warehouse Co-Ordinator will follow up on any undelivered invoices.
  • Check outstanding transactions regularly on the AS400 are done by the Sales Support.

PROCEDURE FOR CREDIT SALE / QUOTATION

 
  • Sales Executive faxes/e-mails or hands over the quotation to the client and calls him on the phone to follow up if the quotation has been received and then saves the quote on the computer for reference.
  • The client accepts the quotation or price and issues  an order number / signed quotation / Telephone voice recording.
  • The Sales Executive generates an Invoice on the AS-400 using the correct account number.

Ensure that the following is reflected on the invoice:

  1. Customer’s Name
  1. Physical Address
  1. Telephone Number or Cellular No.
  1. Order Number or Contact person with Telephone conversation recording time.
  2. When stock needs to be ordered the Sales Executive generates a purchase requisition.

  • Sales Support takes the form to a Manager to sign if it is an account or if cash is given then the Sales Support can sign & thereafter the stock gets ordered.
  • The transaction will immediately reflect if the account is on "Purchase Hold".
  • Once the invoice is released by Debtors dept, it is printed.
  • The Warehouse Co-Ordinator will pull the stock and check against the invoice, hand it to the customer for signature at the indicated areas or the driver delivers the goods to the client, or the sales Executive to hand to the Customer for payment.
  • The customer maintains the original copy of the invoice.
  • Check all outstanding transactions constantly to see if Invoice is released by the Sales Support.
  • If there is a problem with the account, the Credit Controller is to contact the client.
  • COD Account - Outstanding money gets collected by the Sales Executives.
      

  PROCESS FOR REJECTED QUOTATIONS

     ·     Sales Executive phones the client to follow up on quotations
      ·     If client reject the quote, the responsibility falls on the sales person to determine the reason & Re-quote the client.
           if required and make a note in the customer file.
  

FOR DELIVERY
  
  • Once released, the invoice will print automatically.
  • The stock is pulled by the Warehouse Co-Ordinator and checked against the invoice.
  • The Warehouse Co-Ordinator will prepare the delivery schedule for the Drivers.
  • The Driver’s will ensure that the stock is in accordance to the invoices.
  • The Driver’s will ensure that the customer signs for receipt of the goods at the indicated areas
  • (Also prints & signs their name on Invoice) and keeps the original copy of the invoice.


PROOF OF DELIVERY (POD's)

       1. After being Laserfisched, POD's are thyen marked off by the Warhouse Co-Ordinator.
      2. POD's are filed and then stored in boxes.

CONSUMABLES SALES LEADS

   Uncovering Sales Leads in all areas (PR Manager)
  
 

 Document Retention List